Forms & Information
- Calendar Timeline for Submitting UCC Proposals
- To Whom Do I Send the Form?
- Information on Preparing Your Proposal
- Preparing a Syllabus
- Catalog Changes
- Academic RhodeMap Changes
Calendar Timeline for Submitting UCC Proposals
|Last Friday in:||Deadline for proposals for:|
Please note the following:
- Each August the Spring schedule for the following semester is finalized.
- Only proposals approved by the end of December can be scheduled for the following Fall.
- Proposals approved during Spring semester cannot be scheduled until the following Spring, though they can be included in the following year’s catalog.
- Proposals that need Board of Governor approval (i.e. new or substantially altered programs) will take longer to gain their final approval.
To Whom Do I Send The Form?
The electronic version of your completed form (with typed names where the signatures will be), and your revised catalog copy (instructions below; please send as a separate file) must be emailed to the Chair of the Undergraduate Curriculum Committee, at email@example.com by the deadlines noted on the website (which are generally a week before the Executive Committee meeting. Please note, any additional explanatory notes, tables, charts etc. or syllabi, must be pasted into the proposal document wherever appropriate, and should not be sent as separate files.
After completing the form, please acquire all signatures as directed and necessary. The paper copy of the form with signatures must be sent to the Chair of the Undergraduate Curriculum Committee in time for that month's Executive Undergraduate Curriculum Committee meeting.
NOTE: To keep the Academic RhodeMaps up-to-date you must check to see if your proposal will alter ANY program’s RhodeMap, and if this is the case, whichever are affected need to be updated and resubmitted along with your proposal in separate files. You will find a link at the bottom of this page to Word copies of the RhodeMaps for use in this matter. Include the revision date on the Map, where indicated (mostly at the bottom of the first page).
Proposals to be reviewed at the monthly meeting of the Undergraduate Curriculum Committee are due by noon on the last Friday of the preceding month. Dates of meetings are on the UCC website's announcements and homepage.
Information on Preparing Your Proposal
To get a general sense, you should first read over the guidelines in section 4 of the UCC Manual, "Proposals and Their Preparation.” Then, download the Proposal form, above, and complete all the necessary sections as directed (deleting from the document those sections, and word choices that are not needed). Screen tips are embedded in the form to offer guidance as you go—simply hold the cursor over any blue highlighted words/phrases to reveal. Name your proposal to reflect its content (eg. The prefix of the course being proposed or changed [such as ENGL161] or the discipline of the program [such as CHEMprog], and do not leave spaces in the name as these cause problems when we upload).What you can do on this form:
- Propose a new course.
- Either as a free elective or as part of a program
- Please use a separate form for each new course you are proposing
- If your new course is to be included within a specific program, then you should also complete the section covering a program revision (this can be done using the same form).
- If your new course is replacing an already existing course, you should indicate this on the form and mark the old course for deletion. Check to see if this deletion will affect any other programs, and ensure those affected are informed and indicate any changes in the program revision section (an acknowledgment signature will be required).
- course prefix and/or number
- number of contact hours
- number of credit hours
- grading system
- some other requirement not listed above
You may use one form to make multiple changes to a single course. You may also use one form to make the same change to more than one course (for example, to make the same prerequisite change to two or three courses.). But if you are making different changes to different courses, please use separate forms for each course. Some changes may be approved and others not, and so we need to keep different kinds of requests separate to ensure accurate recordkeeping.
Please note: changing when a course is offered need not go through UCC, but can be included on the form if you are making other revisions to ensure the change gets made in the catalog.
Preparing a Syllabus
Any new course or substantial course revision proposal requires the inclusion of a syllabus or detailed topic outline. The Faculty Center for Teaching and Learning includes a useful section on their website that offers guidelines for best practices in syllabus construction. Look under the menu item Support for Teaching and Learning, and you will find a practical list of suggestions as to what details you could include on your syllabi.
The editor of the College Catalog needs to know exactly what changes to make for next year’s catalog, and so you must consider every possible catalog change that your request might affect. While you may combine catalog copy if you are submitting several related proposals, every proposal will need a catalog file that shows exactly how it affects the catalog. Catalog copy must be sent as a separate single file, and NOT embedded into the proposal as it is uploaded into its own dedicated space on the Curriculum website. When creating this file, you need to use the "Track Changes" feature in Microsoft Word so it will be clear exactly what is being changed. If you are creating a new program, included sections of the before and after current catalog pages to show where it will be placed. Please follow the step-by-step instructions below.
Beneath the following instructions is a list of files in MS Word format representing the current College Catalog to assist you in creating the catalog copy for your proposal. Each file is a different section of the Catalog, but after you download the ones you need, please select from these just the pages you plan to edit. To try and maintain format--these contain several tables that get messed up if you try and cut a section from the middle--when you select the parts you wish to cut, allow for a buffer of material on each end, and make sure your format margins in the new document you create are set to “narrow.”
- Do an electronic search on the most recent edition of the college catalog that is available on the Records Office website to identify all catalog pages affected by your proposed change, including general education, other department program listings (as well as your own) and course descriptions. If you are revising the course prefix, number, title, credit hours, prerequisite, or description, you must find any page that lists the course as a requirement, elective, cognate etc.
- From the list below, select and download the file(s) that contain the materials you need to update. They have been divided into sections to try and make these easier to find, but you must collate the pages you need to change into a single document.
- Cut the pages that you will need to change and paste into a separate Microsoft Word document. All catalog changes for a proposal must be contained within a single file. Use page breaks to separate the different sections, to make it easier for the Catalog editor to follow, and also ensure you have given sufficient context in your extracts so it is clear from what part of the catalog they have come. Order them to match the order in which they would appear in the catalog.
- If you are submitting several connected proposals, you may prepare a single catalog file that covers all of these.
- Before editing, ensure you turn on "Track Changes," using the “Review” tab, and you will find it easier to see what you have changed if you pull down the “Show Markup” menu and take off “formatting.”
- When you are adding or deleting information in a section that is formatted in table form, you will need to use the “Table” tab at the top of your screen to add or delete rows, as the delete button on your keyboard won’t work, and the line cannot just be tabbed down in the document to create space.
- Make the changes, save the file (as .doc or .docx, do not convert to .pdf), and name your file to match the proposal (e.g. The prefix of the course being proposed or changed [such as ENGL266catalog] or the discipline of the program [such as CHEMprogcatalog] and do not leave spaces in the name as these cause problems when we upload).
- Send this file, along with the proposal, in an attachment to firstname.lastname@example.org.
0 General Info.docx 1 CertificatePrograms.docx 2 General Ed.docx 3 Arts & Sciences.docx 4 Education.docx 5 Management.docx 6 Nursing.docx 7 Social Work.docx 8 Course Descriptions.docx 9 Glossary of Academic Terms.docx
Academic RhodeMap Changes
To keep the Academic RhodeMaps up-to-date you must check to see if your proposal will alter ANY program’s RhodeMap. For example, if you are changing a course title, prefix, number of credits or when it is offered, or if you are deleting a course that might be used in another department’s program, then their RhodeMap will need to be updated . Also, if you are proposing anything that might alter your own department’s program, that will also need a revised RhodeMap. Basically, if your proposal is changing anything within the program section of the catalog, it will be affecting someone’s RhodeMap. Thus, whichever Maps are affected need to be updated and resubmitted along with your proposal in separate Word files (the Chair will be responsible for converting these to pdf’s once they have been checked, and updating them on the website). Below is a link to Word copies of the RhodeMaps for use in this matter. Use track changes before you start making any revisions, to make it easier for the changes to be double-checked. Include the revision date on the Map, where indicated (usually at the bottom of the first page).